Event Planning Services

The Vendor is required to provide that have the experience, capability, and financial ability to perform the event planning services as needed by agency diversity programs.
- Responsible for event planning and coordination including, but not limited to the following services:
• Organize all meeting logistics.
• Locate and reserve appropriate meeting venues. Meeting venues must be fully accessible to public transportation. Venue must be approved before confirmation of venue usage is established.
• Inspect prospective venues, determine venue suitability based on meetings/events specifications and notify agency appointed staff in writing of suitability.
• Oversee and coordinate room set-up and takedown of seating and tables.
• Secure venues for events.
• Secure and/or manage vendors.
- reimbursed as follows:
• Hourly rate for event management planning and on-site services.
• The contractor will not charge for on-site services for canceled events, provided that agency notifies the contractor of any cancelation at least 24 hours prior to the scheduled start time of the service.
• Event venue and material rental will be reimbursed from the event management services allowance.
• The normal hourly labor rate will apply for the first 8 hours of work performed, by one person, during one calendar day. Other than normal hourly rates will apply to work performed in excess of 8 hours, by one person during one calendar day.